Division Assistant (Water and Wastewater Services)

The Role

Provides program and administrative support, and customer service for the Director, Water and Wastewater Services and the Division.

Duties/Responsibilities

• Develops, recommends, implements, and maintains new and updated administrative policies and procedures for the Division. Acts as a resource to provides administrative training and support for same. 
• Provides data entry support for various teams as requested. Prepares (inputs, formats, proofs) departmental reports and memos per corporate and departmental guidelines and as requested by authoring staff; coordinates the review and approval/signature process; and tracks progress to ensure compliance with report procedures.  
• Provides customer service (in person, phone) to the public, businesses, institutions, other levels of government and government agencies, developers, contractors, consultants, utility companies, and neighbourhood associations regarding general program information (e.g., water bills, by-laws, water quality). Assists to resolve issues where possible or refers to program staff as appropriate.
• Assists to administer and maintain the divisional library system, and acts as a resource and provides related training and support to consultants and staff. Tracks signed out documents. Creates and maintains folder structures in document directories. Acts as a resource/trains new staff on information management procedures.
• As records assistant maintains the Division’s filing system, arranges offsite transfers, and ensures disposal/destruction of files, per corporate standards. Digitizes divisional records.
• Creates and maintains divisional information on website/internet (content is provided by other staff), ensuring compliance with accessibility legislation. Posts physical bulletins where appropriate and ensures upkeep.
• Provides quarterly updates on WSIB certificates to divisional staff relating to companies performing work on regional sites.
• Files Ministry certificates of approval.
• Coordinates logistics for meetings, including divisional meetings, public meetings, training sessions, and workshops (e.g., books rooms, arranges catering, processes registration). Provides administrative support for same (e.g., prepares agendas, sets up audio-visual equipment, takes and distributes minutes).
• Provides clerical support related to council reports; ensures staff are aware of report creation procedures and deadlines. Tracks workflows to ensure reports gain approvals by deadlines through e-scribe. Liaises with Clerks on behalf of the leadership team for logistical inquiries as required.
• Maintains the bids and tenders list to ensure easy access and enable efficiencies for leadership team approvals.
• Prepares presentations for program staff, including formatting, design, and graphics, based on notes/content provided.  
• Submits facilities work orders (e.g., furniture, repairs, maintenance) and arranges security badges and parking for staff. Maintains a list of divisional computers and coordinates annual replacement schedule with ITS. 
• Processes mail, and prepares/coordinates large mail-outs. 
• Maintains and orders office supplies and water efficiency promotional and educational materials. Prepares payment requisitions for manager approval. Arranges servicing of office equipment. 
• Trains and assigns work to temporary clerical staff and students (approximately twice/month).
• Plans, prioritizes, and organizes work according to priorities set by management. 
• Assists to compile/collate documents for the Division.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of office and administrative procedures acquired through a 2-year diploma in a related field plus 2 years of related office experience, or equivalent combination of education and experience such as a grade 12 education plus 3 years of related experience.
• Working knowledge of the department and its divisions, and familiarity with engineering and technical terminology and abbreviations. Organizational awareness of adjacent divisions that Water and Wastewater Services engages with to enable resolving inquiries or redirecting staff.
• Knowledge of and ability to comply with policies, procedures, and related legislation (e.g., accessibility, privacy).
• Ability to exercise confidentiality and discretion in handling sensitive and confidential material.
• Time management, organizational, and problem solving skills to research and develop streamlined administrative processes; work independently; meet deadlines and standards; collect, compile, track, and report information; and adapt to changing/multiple priorities.
• Communication and customer service skills to respond to general program inquiries from the public; provide general instructions to other staff using web content software, administrative procedures, and office equipment; and participate as an effective team member.
• Ability to document and update policies and procedures. Ability to draft agendas, record meeting minutes; complete forms and records; draft presentations, website content, correspondence, and procedures manuals; and format, proof, and edit using proper spelling, grammar, and writing conventions.
• Computer skills with ability to use software such as Microsoft Office Suite (including Access and Adobe Pro), escribe, survey tools, document management, and web content software. 
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region’s values.